expense: expense type import user guide...the view import details page displays any errors that may...

Expense: Expense Type Import

User Guide

Last Revised: February 10 2018

Applies to these SAP Concur solutions:

Expense Professional/Premium edition

Standard edition

Travel Professional/Premium edition Standard edition

Invoice

Professional/Premium edition

Standard edition

Request Professional/Premium edition

Standard edition

Expense: Expense Type Import User Guide i Last Revised: February 10 2018 © 2004 - 2020 SAP Concur All rights reserved.

Table of Contents

Expense Type Import ................................................................................................... 1

Section 1: Permissions ................................................................................................ 1

Section 2: Overview .................................................................................................... 1

Section 3: Using the Expense Type Import Feature ..................................................... 1 Accessing the Expense Type Import Page ................................................................. 1

The Expense Type Import Process ................................................................................ 2 Step 1: Downloading the Expense Type Spreadsheet ................................................. 2 Step 2: Populating the Expense Type Spreadsheet .................................................... 3 Step 3: Uploading the Expense Type Spreadsheet ..................................................... 4 Step 4: Viewing the Initial Field Validation Results ..................................................... 5 Step 5: Viewing the Import Results ......................................................................... 6

Section 4: File and Field Formats ................................................................................. 8

Section 5: List of Spend Categories and Codes ............................................................ 9

ii Expense: Expense Type Import User Guide Last Revised: February 10 2018 © 2004 - 2020 SAP Concur All rights reserved.

Revision History Date Notes / Comments / Changes

April 13, 2020 Renamed the Authorization Request check box to Request on the guide’s title

page.

January 2, 2020 Updated the copyright; no other changes; cover date not updated

January 7, 2019 Updated the copyright; no other changes; cover date not updated

April 5, 2018 Changed the check boxes on the front cover; no other changes; cover date

not updated

February 10 2018 Removed Airline Fees and Goodwill spend categories.

January 19 2018 Added table listing spend categories and their codes

December 9 2017 Added a guide reference for spend categories

December 14 2016 Changed copyright and cover; no other content changes

May 13 2016 Updated instances of he/she to they

February 11 2015 Removed references to the current UI; no other content changes

October 14 2014 Added information about the two user interfaces; no other content changes

December 28 2012 Made rebranding and/or copyright changes; no content changes

February 2012 Changed copyright; no content change

December 31 2010 Updated the copyright and made rebranding changes; no content changes

February 12 2010 Added information about Spend Category field

January 15 2010 An existing expense type name can now be updated via this import using the

New Expense Type Name option in the Excel sheet provided through the link.

November 13 2009 Updated Policy field description

August 14 2009 Statement clarifying that an expense type name cannot be updated via an

import - a Service Request is required

May 15 2009 Corrected column order in File and Field Format section

April 17 2009 New document

Section 1: Permissions

Expense: Expense Type Import User Guide 1 Last Revised: February 10 2018 © 2004 - 2020 SAP Concur All rights reserved.

Expense Type Import

Section 1: Permissions

A company administrator may or may not have the correct permissions to use this

feature. The administrator may have limited permissions, for example, they can

affect only certain groups and/or use only certain options (view but not create or

edit).

If a company administrator needs to use this feature and does not have the proper

permissions, they should contact the company's Concur administrator.

Also, the administrator should be aware that some of the tasks described in this

guide can be completed only by Concur. In this case, the client must initiate a

service request with Concur Client Support.

Section 2: Overview

The Expense Type Import allows administrators to add and update expense types by

importing a spreadsheet.

Section 3: Using the Expense Type Import Feature

Administrators can use the Expense Type Import page whenever they need to

enter or update expense types.

Accessing the Expense Type Import Page

To access the Expense Type Import page:

1. Click Administration > Expense.

2. Click Expense Type Import (left menu). The Expense Type Import page

appears:


2 Expense: Expense Type Import User Guide Last Revised: February 10 2018 © 2004 - 2020 SAP Concur All rights reserved.

The Expense Type Import Process

The Expense Type Import process has five steps:

1. Downloading the expense type spreadsheet

2. Populating the expense type spreadsheet

3. Uploading the expense type spreadsheet

4. Viewing the initial field validation results

5. Viewing the import results

Step 1: Downloading the Expense Type Spreadsheet

The administrator can download the expense type spreadsheet to use as a template

for the expense type import spreadsheet.

To download the expense type spreadsheet:

1. On the Expense Type Import page, click link.



2. Choose Save As.

3. Select a location on your computer to save the spreadsheet.

Step 2: Populating the Expense Type Spreadsheet

Data may be entered directly in the template spreadsheet, or the template can be

used as a guide for creating the expense type spreadsheet.

IMPORTANT – FORMATTING ISSUES

The user import spreadsheet has these formatting requirements:

• The values in the spreadsheet header row must not be deleted.

• All cells in the spreadsheet must have a Number Format of Text before

being uploaded.

If you use the Replace feature in Excel, be aware that it may not maintain the

required cell formatting. Testing has shown that cells formatted as text become

general format after using Replace. If the cells are not formatted as text, the import

will fail.

If you use this feature, always verify the cell formatting when done. If necessary,

select the appropriate cells and change the formatting.

CHANGING PARENT EXPENSE TYPES AND PARENT/CHILD RELATIONSHIPS

Changing the Parent/Child relationship is performed using the Default Parent

Expense Type Name and Preferred Parent Expense Type Name fields.

To change the parent of a child expense type:

On the row containing the child expense type:



1. In the Default Parent Expense Type field, enter the name of the parent

expense type.

2. Leave the Preferred Parent Expense Type Name field blank.

3. In the Default Expense Type Name, enter the name for the child expense

type.

4. Import the file. The child expense type will now have the new parent expense

type.

RENAMING AN EXPENSE TYPE

Use the New Expense Type Name field in the Excel spreadsheet provided through the

user interface to update an existing name to a new Expense Type name.

Step 3: Uploading the Expense Type Spreadsheet

The expense type spreadsheet is uploaded on the Expense Type Import page.

To upload the expense type spreadsheet:

1. On the Expense Type Import page, click Browse.

2. Navigate to the correct location and select the expense type spreadsheet to

upload.

3. Click Open.



4. On the Expense Type Import page, click Upload Your Data.

Step 4: Viewing the Initial Field Validation Results

The Expense Type Import page allows administrators to view the results of the

initial field validation of the uploaded file. This validation happens before valid

records are queued for import. This field validation allows administrators to identify

records with the most common types of issues that need to be corrected prior to

being eligible for import. The field validation validates whether required fields have

values and that provided values match the field’s data type. Records that meet the

field validation are immediately queued for import into the system. Records failing

this validation must be corrected in the spreadsheet file and the corrected file re-

uploaded.

To view the initial field validation results:

1. Click Upload Your Data on the Expense Type Import page. The Field

Validation Results page appears.



2. Review the details of the validation. If the validation found any errors in the

file, the details will be presented on this page.

Step 5: Viewing the Import Results

Once the administrator clicks Upload Your Data, the eligible records are queued for

import. The system processes these as soon as possible. It may take the system a

few minutes to process queued records. Provided there are no further errors in

processing the records, the system will import the expense types.

The administrator can use the Review Import Results tab to view the status of the

import as well as the import details, including any errors generated. Once the

administrator selects the date, the page displays the status of all imports on that

date, the number of records processed and the number of records rejected. This list

is sorted in descending order by the time the administrator imported the file.

The View Import Details page displays any errors that may have occurred during

the import.

To view import results:

1. Click Review Import Results. The Review Import Results page appears.

2. Enter the desired date in the Date field.



3. Click Search. The page displays all files imported on the specified date, and

10 days prior.

The View Import Details page allows administrators to view details about

processed records from a particular file. Here the administrator can view details

about:

• Records with Errors: The page displays the row number in the spreadsheet

with the error that prevented the record from being imported. The

Description and Action To Take columns provide the information necessary

to correct the issue. These records must be corrected in this file and then re-

uploaded.

• Records with Warnings: The page displays the row number in the

spreadsheet where the system successfully imported the record, but there

might an issue the administrator should investigate. The Description and

Action To Take columns provide the warning information. The administrator

should consider the warning and decide whether the issue warrants further

investigation. The administrator can review the expense type record in the

spreadsheet file, make any necessary edits there, and then re-upload the

corrected file.

• Records without Warnings or Errors: The page displays the row number

in the spreadsheet where the system successfully imported the record.

To view import details:

1. Click Details in the desired row of the View Import Status list.

The Review Import Details page appears, displaying records with errors.

Section 4: File and Field Formats


2. Select the Type of issue to display. The details can be filtered to show

records imported without errors or warnings, records with warnings, records

with errors, or all records.

3. Review the Description and Action To Take columns for details about any

records with errors.

Section 4: File and Field Formats

This section contains formatting information for the expense type fields that appear

in the spreadsheet. Each field represents a column in the spreadsheet. The column

order in the spreadsheet must match the field order listed below. Optional columns

may be removed from the spreadsheet.

Field Format Required Definition

Activate? Y/N Y Define whether the expense type is

active in the selected policies.

Default Parent

Expense Type Name

Use default

language Y If this is a default expense type with a

parent, this field should contain the parent expense type's name.

Preferred Parent Expense Type Name

Use default language

N If this is a custom expense type with a parent, this field should contain the client's preferred name for the parent expense type.

Default Expense Type Name


Y If this is a default expense type, this field should contain it's name.

NOTE: This field is blank for client specified expense types.

Preferred Expense Type Name


N The client's preferred label for the expense type. This field is required for client specified expense types.

Section 5: List of Spend Categories and Codes


Field Format Required Definition

Ledger N Ledger name for the associated

Account Code.

NOTE: If this field is left blank, it will be assigned to the Global ledger.

Account Code N Account code for the expense type and ledger.

Policy N The Policy Name associated with this

expense type.

NOTE: If this field is left blank, all policies will be updated.

Entry Form N The name of the Entry Form this expense type uses.

NOTE: If this field is left blank, the Default Entry Form will be assigned.

Spend Category Use default language

N The name of the Spend Category associated with the expense type. This determines which reporting category the expenses of that type fall under.

NOTE: If this field is left blank, the Other Spend Category will be assigned.

For more information, refer to the List of Spend Categories and Codes section in this guide.


The table below lists all the spend categories and their codes.

NOTE: The list of spend categories is shared with Invoice.



Spend Category Spend Category Code

Accounting ACCNT

Advertising/Marketing ADVTG

Agent/Booking Fees ABFEE

Airfare AIRFR

Car Related CARXX

Car Rental CARRT

Cash Advance - Not Partially Approvable CASHA

Cash Advance – Standard CASHN

Company Car - Fixed Expense COCAR

Company Car - Mileage Reimbursement COCRM

Computer COMPU

Consulting Services CONSL

Donations DONAT

Entertainment ENTER

Facility FACLT

Fees/Dues FEESD

Financial Services FINAN

Fuel for mileage MFUEL

Gas GASXX

Gifts GIFTS

Ground Transportation GRTRN

Ground Transportation (Japanese) JGTRN

Insurance INSUR

Janitorial JANTR

Legal Services LEGAL

Lodging LODGX

Lodging - Do Not Track Room Rate Spending LODGN

Lodging - Track Room Rate Spending LODGA

Lodging Tax LODGT

Meal MEALS

Meal - Count in Daily Meal Allowance MEALA



Spend Category Spend Category Code

Meal - Do Not Count in Daily Meal Allowance MEALN

Meetings MEETG

Office Supplies OFFIC

Other OTHER

Other Supplies OSUPP

Personal Car - Fixed Expense PRCAR

Personal Car - Mileage Reimbursement PRCRM

Personal Car – Parking Expense PRKNG

Printing/Reproduction PRNTG

Professional Services PROFS

Rent RENTL

Shipping SHIPG

Staffing STAFF

Subscription/Publication SUBSC

Telecom/Internet TELEC

Trade/Convention TRADE

Train RAILX

Training TRAIN

Utilities UTLTS

For more information about spend categories, refer to the Expense: Expense

Types Setup Guide.

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